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Mareena Deepak, Senior Executive Secretary to MD

Mareena Deepak

Senior Executive Secretary to MD·Confidential

United Arab Emirates

Bachelor's degree, Information Technology

Work experience

Total years of experience: 21 years, 1 months

Senior Executive Secretary to MD

August 2011 - Present

Confidential

Abu Dhabi, United Arab Emirates

August 2011 - Present

Assisting the MD in all his day to day activities.

Organizing MD's travel arrangements (including flight & hotel bookings, visas, car rentals etc).

Diary & Meeting managements.

All duties related to HR & Staff information.

Office Administration duties as well as helping the Senior Accountant with the PRO duties like license renewals, car registrations & renewals, Staff accomodation rentals & renewals, etc.

Incharge of office technical setup overview etc.

Promoted to Senior Executive Secretary to MD in Jan 2014.

Company industry:
Insurance & TPA
Job role:
Administration

PA to MD, Ex Project & Office Coordinator

May 2010 - June 2011

Pioneers Translation Services

Muscat, Oman

May 2010 - June 2011

-- Provide a personalized level of attention to ensure needs are met & maintained.

-- All responsibilities pertaining to administration (Reception, Administration, & HR).

This includes roles of meeting arrangements, preparing minutes of meetings, domestic & international travel arrangements (including flights, hotel stays & ground transportation), self-correspondences, filing etc.

-- Participate in all phases of planning, organization & development of the systems, rules & methods to ensure total business growth & smooth workflow along with increased profit margins.

-- Manage all stages of translation projects, monitoring workflow, ensuring the highest level of performance in terms of efficiency, quality and customer satisfaction.

-- Marketing and liaising with the other part time marketing team on calls and to increase the clientele.

-- Full Office administration setup to business continuation plan, Coordinate and recruit external linguists and monitor translation delivery in accordance with agreed deadlines and in appropriate format.

-- Maintenance of databases on Customers, freelance translators & interpreters, including International translation agencies.

-- Checking and proof reading all documents before sending to the client.

-- Create and process client and linguist invoices. Maintaining accurate and up-to-date project records.

-- Follow-up on customer payments and accounts assistance in terms of monthly closing.

Company industry:
Translation & Document Processing
Job role:
Administration

Administration Officer

September 2004 - September 2006

Spearhead Gulf L.L.C.

Other

September 2004 - September 2006

Accomplishments:

-- Recognized to be promoted as the Office Manager, but had to resign due to personal reasons.

-- Organised & successfully handled the execution of more than 500 trainings.

-- Displayed exceptional skills in Proof-reading, Prioritising & Meeting Deadlines, Diary Management, Travel Arrangements, Minutes of Meetings, Self-Correspondence & day to day assistance to the Office Manager & occasionally to the MD.

-- Full Office administration setup to business continuation plan (Managed the Reception, Administration, HR, Customer Service, Sales departments).

-- Excellent Business Growth through increased profit margins and hiring new staff.

Other Duties & Responsibilities:

-- Proof reading all the training manuals & other official documents before printing & dispatch.

-- Sales co-ordination, trainer allocation, dealing with client queries.

-- Complete in-charge of guest trainer availabilities, itineraries, hotel bookings & meetings.

Company industry:
Primary, Prep, & Secondary School
Job role:
Administration

Ex. Secretary – Reporting to the GM & Area Sales Mgr

November 2001 - October 2003

Al Mufid Trading / Pharmaceuticals

Abu Dhabi, United Arab Emirates

November 2001 - October 2003

-- Responsibilities include telephone operation, typing, fax, filing, photocopy, e-mail, internet and self-correspondence (local & international).

-- Preparation of enquiries, quotations, sales reports, follow-up, etc.

-- Preparation of MOH registration documents (for company as well as products registration).

-- Handled MERLIN package - for taking sales reports, verifying stocks & order status, etc.

-- Follow up of payment collection and preparation of payments and receipts.

-- Follow up with the orders, delivery, sales returns, etc.

Company industry:
Pharmaceutical Manufacturing
Job role:
Secretarial

Ex. Secretary - Reporting to Finance Manager

July 2001 - August 2001

Abu Dhabi Commercial Bank

Abu Dhabi, United Arab Emirates

July 2001 - August 2001

(Finance department - leave vacancy)

-- Responsibilities include telephone operation, typing, fax, filing, photocopy, self-correspondence, SWIFT operation, TELEX operation, staff time keeping, etc.

Company industry:
Banking
Job role:
Secretarial

Ex. Secretary – Reporting to the MD & Managing Partner

December 2000 - June 2001

Rajab Trading LLC

Abu Dhabi, United Arab Emirates

December 2000 - June 2001

(Building Materials & Hardware Co)

-- Responsibilities include telephone operation, typing, filing, fax, photocopy, e-mail, internet, self-correspondence and preparation of enquiries, quotations, LPO, delivery note, invoice, etc. and costing.

Company industry:
Other Business Support Services
Job role:
Secretarial

Ex. Secretary – Reporting to the Managing Director & Owner

September 2000 - November 2000

Hamad Al Mazroui Real Estate L.L.C.

Abu Dhabi, United Arab Emirates

September 2000 - November 2000

(Real Estate & Rent a Car Co)

-- Responsibilities include telephone operation, typing, updating stock position of real estate division and used vehicle division, follow up with customers, filing, fax, photocopy, etc.

Company industry:
Real Estate
Job role:
Secretarial

Education

Manipal University

September 2003

September 2003

Bachelor's degree, Information Technology

United Arab Emirates

Skills

Proofreading
Expert
Proofreading
Expert
Microsoft Office
Expert
Microsoft Office
Expert
Administration
Expert
Administration
Expert
Customer Service
Expert
Customer Service
Expert
Operational HR
Expert
Operational HR
Expert
MS PowerPoint
Expert
MS PowerPoint
Expert
Internet
Expert
Internet
Expert
MS Access
Intermediate
MS Access
Intermediate
MS Outlook
Expert
MS Outlook
Expert
MS Excel
Expert
MS Excel
Expert
MS Word
Expert
MS Word
Expert
Proofreading
Expert
Proofreading
Expert
Microsoft Office
Expert
Microsoft Office
Expert
Administration
Expert
Administration
Expert
Customer Service
Expert
Customer Service
Expert
Operational HR
Expert
Operational HR
Expert

Languages

English
Expert
Hindi
Expert
Malayalam
Expert
Tamil
Beginner
Marathi
Beginner
Gujarati
Beginner
Arabic
Beginner